Which File Storage Sins Are You Guilty Of?
1. Not familiar with... SOX, HIPA, FACTA, IRS, DoD, GPEA, SEC, FLD, TRA, MICKEYMOUSE?
Government regulations affect businesses at every level. Fines and even criminal prosecution associated with violations have to be respected. The secret to all regulations is records retention and access. Document imaging is the best way to ensure that you have the information you need when you need it.
2. Not prepared for file overflow
Even though we are over 20 years into the computer revolution, most business is still conducted on paper forms and stored in filing cabinets and boxes. As a business grows, file storage becomes the 800 lb. Gorilla that starts eating the business. File cabinets, closets, and storage rooms are full. How often have you heard yourself saying - "These files are driving me crazy! What am I going to do?" We say document imaging and offsite storage are better solutions than expanding your office space, renting a storage facility or filling your garage.
3. No document security system in place
Did we talk about big fines yet? By law, customer files containing private information must be secured at all times from prying eyes. In these days of identity theft and frivolous litigation you can't afford to be at risk.
FACTA affects just about every company in the country because it requires people to properly dispose of the information contained in credit reports and employment histories. So whether you're a big corporation with 1,000 employees or a parent who hires a nanny to look after your baby, you need to comply with FACTA by securely destroying your employees' information. Not doing so can lead to a $2,500.00 fine, as well as lost customers and possible civil lawsuits.
HIPAA applies to the healthcare industry and is similar to FACTA, except the information that needs to be destroyed is health-related such as medical histories, treatment plans, health insurance information, and so on. (In fact, you've probably heard of HIPAA before because anytime you see a new doctor or get a prescription filled, you receive a sheet about the law and how it can protect you.) Not complying with HIPAA regulations is not only unethical and unfair to your clients and patients, it can be a costly. Non-compliance can result in a $500,000.00 fine, plus a possible 10-year jail sentence. Yikes!
4. No disaster recovery plan in place
What happens when there's a hurricane, fire or earthquake? What if you're trying to do the right thing and purge files that need to be cleaned out and you discover later that the wrong files were destroyed? Even simple mistakes put you at risk for fines and lawsuites. When we scan and digitize your documents they are indexed, cataloged and stored 180 feet underground in our solid rock caverns. Impervious to wildfire, wind, hurricanes, flood or even an atomic explosion, your documents are safe with us. A tour of our facility will blow you away.
5. No way to get a filed document fast
You're having an audit or god forbid you're trying to respond to legal discovery. You know it's in there somewhere, but you don't know exactly where. Our research shows that reproducing a lost file averages $250 and the labor to find a misfiled record tacks on another $120. Document imaging allows for instantenious file retrieval. Gathering documents no longer require a trip to the storage room.
6. No plan for document destruction
Every government regulation comes with a handy document retention policy. Holding onto expired documents also open you up to risk and discovery. Because of our indexing and cataloging system, we are able to pull the exact files for shredding, We send you a quarterly report for the shredding schedule. Before paper files are ever destroyed they must have your seal of approval and pass our double check process for accuracy. In 25 years of operation, there's never been an accidental shredding.
7. Bonus Consideration... Mice, Bugs & Other Critters
Sometimes it's the little things that hurt the most when talking about file storage. You should be very concerned about mice, roaches, bugs. etc. in your own storage facilities. All our competitors have to deal with critters too, but not us. Since the temperature 180 feet below the surface is a constant 60 degrees, it's too cold for anything but a lone bat that sneaks in every once in a while.
Statistics show that 90% of business's critical documents are on paper. Electronic document imaging allows your company to share files without having to copy and send multiple hardcopies. It also saves time and resources by virtually eliminating the need to manually search through paper documents, one of the most costly aspects of business. It eliminates the need for on-site file storage and it's an ideal solution for online backup, disaster recovery and insuring your business' continuity.